AAYSA By-Laws
Aubrey Area Youth Sports Association, a non-profit organization
BY-LAWS
Approved as Amended– July 2007
ARTICLE I NAME
The name of this not-for profit organization shall be AUBREY AREA YOUTH SPORTS ASSOCIATION, also know as AAYSA.
ARTICLE II PURPOSE & MISSION STATEMENT
The PURPOSE of the Aubrey Area Youth Sports Association is to promote area sports that shall include, but not be limited to: soccer, baseball, football, drill team, cheerleading and basketball. The Associations’ purpose is not to legislate, but to recommend, to guide, and to foster cooperation and harmony in keeping with the mission statement of AAYSA.
The MISSION STATEMENT for the Aubrey Area Youth Sports Association is to promote the development of strong character, high self esteem, good attitude and a sense of responsibility and citizenship among our community’s children through their participation in youth sports.
ARTICLE III MEMBERSHIP
1. REPRESENTATION
The families that participate in any or all team sports shall represent the entire membership of every team sport in the Association. Sports Boards, coaches, and assistant coaches are selected by the general membership of each team sport, with approval by the Board of Directors, and shall represent their respective sports. Coaches are selected and/or re-confirmed by parents of each team at the beginning of the sport’s season.
2. NON-DISCRIMINATION
AAYSA shall accept any member into its organization regardless of their race, color, religious belief, sexual orientation, national origin, ethic background, and disability.
3. DUTY
It shall be the duty of all representatives of each team sport - including coaches, assistants, and team helpers - to attend the Aubrey Area Youth Sports Association general meetings and to participate actively in the activities of the team and the Association.
4. RIGHTS
It is the right of every Aubrey Area Youth Sports Association representative to receive notices, to present motions, to discuss, to nominate, to be a candidate for office, and to inspect all official records.
5. VOTING
It is the right of every Aubrey Area Youth Sports Association representative, including the general membership, to participate in the voting as described in these articles, per the following minimum qualifications:
a. Active as a coach or assistant coach within previous 12 months of sports’ seasons;
b. Attended at least 2 general meetings in previous 6 months, and can be verified by sign in attendance log. If a new resident, written notice to Board can overrule this requirement prior to the time of the election.
ARTICLE IV OFFICERS
1. TITLES
The elected officers of the Aubrey Area Youth Sports Association shall be as follows:
President
Vice-President
Secretary/Treasurer
Communications Director
These elected officers shall be referred to as the Executive Board, and they shall nominate or appoint from the general membership the following positions for a period of one year, with duties as listed below:
League Board (Sports Board)
Football League Representative
Basketball League Representative
Baseball League Representative
Soccer League Representative
Softball League Representative
T-Ball League Representative
Administrative Board
Fundraising Coordinator
Web Master
Community Liaison – AISD, City of Aubrey
Community Liaison – Providence & Savannah
2. ELECTIONS
Election of the officers shall be held in staggered years: President & Communications Director shall be elected in even-numbered years, and the Secretary/Treasurer and Vice President shall be elected in odd-numbered years.
3. TERM OF OFFICE
The term of office shall be two years. Beginning 2007 the terms for Secretary/Treasurer and Vice President ends 2009; President and Communications Director terms end 2010. Elections will be held the October prior to the termination of terms to allow for transition of positions in January unless a special election is called by the Board to replace a Board Member who has resigned or otherwise left the office vacant.
4. DUTIES
It shall be the duty of the President to:
1.Preside over all monthly meetings, sports, general and executive.
2. Receive reports from all Sports Board(s).
3.Coordinate all conflicts, complaints, etc., when properly channeled through the chain of command, (i.e., Coach, Sports Board).
4.Coordinate Aubrey Area Youth Sports Associations program calendar and use of school facilities with school officials, with the assistance of the Community Liaisons.
5. Act as the primary assistant in the organization and coordination of all league scheduling with the League Representatives and League Board.
6.Have authority to sign all checks for payment of bills and other expenditures as approved by the Executive Board. The President will also have executive privilege in the absence of a quorum of Board Members.
7.Assist and support the Vice President, Secretary/Treasurer, and Communications Director and appointed board members in their duties.
It shall be the duty of the Vice President to:
1. Preside over meetings in the absence of the president.
2. Act as the primary assistant in the duties of the Administrative Board, assigning and assisting their duties as needed.
3. Coordinate AAYSA calendar and promotional needs with school officials, city officials and other relevant groups with the assistance of the Community Liaisons.
4. Have authority to sign all checks for payment of bills and other expenditures as approved by the Executive Board.
5. Assist and support the President, Secretary/Treasurer, and Communications Director and appointed board members in their duties.
It shall be the duty of the Communications Director to:
1. Administrate the fundraising of the AAYSA.
2. Work closely with sponsors for each Sport Board for theirprospective sports need, and to build sponsor and merchant membership.
3. Serve as liaison to the Boosters organization for the AAYSA
4. Have authority to sign all check for the payment of bills and other expenditures as approved by the Board.
5.Approve all marketing, fundraising, or sponsor materials.
6. Serve as liaison to community to stimulate membership to the AAYSA
7.Will maintain all documents of past and present fundraising and sponsorships effort and/or materials pertaining to same.
8. Serve all special notices of the AAYSA.
9. Place ads for all sports in newspapers.
10. Keep a file of all newspaper articles pertaining to any and all activities of the AAYSA.
11.Assist and support the President, Vice President and Secretary/Treasurer, and will be responsible for fairness to all sports members.
It shall be the duty of the Secretary/ Treasurer:
1. Record and preserve minutes of all meetings of the AAYSA and the Executive Board.
2. Prepare agendas for all sports Board and Executive Board Meetings.
3. Report previous minutes at each board meeting.
4. Present a written report of all budgets for each sport at each Sports Board and Executive meetings.
5. Present a written financial report for each sport at each Sports Board and Executive meetings.
6. Receive moneys of the AAYSA and the Executive Board and maintain accurate records of all receipts, expenditures, and deposits.
7.Keep record of all scholarships and registration fees.
8. Provide tax data for completion of tax forms as required for operation of the AAYSA.
9. Provide reimbursement of any expenses incurred that is substantiated by proper receipt(s) and approved by the Sports Board or Executive Board to authorize such expenditure(s).
10. Have authority to sign all checks for payment of monthly and regular bills and other expenditures as approved by the Executive Board.
11. Pay all expenses by check for payment of bills and other expenditures up to $250 without Executive Board approval.
12. Coordinate registrations and compile team rosters with members of SportBoards.
13. Assist and support the President, Vice President, and Communications Director, and will be responsible for fairness to all team sports members.
It shall be the duty of the League Board and its representatives to:
1. To act as the primary contact for the individual sport (e.g. football) and its commissioner for all matters related to AAYSA and that individual sport and report to the Executive Board.
2. To provide input to the Executive Board regarding specific needs of each sport such as league activities, fees, equipment and scheduling.
3. To provide input to the Administrative Board regarding specific needs of each sport such as fundraising, concessions scheduling, promotional activities etc.
It shall be the duty of the Community Liaison to:
1. To act as a liaison between the AAYSA and the Aubrey Independent School District and City of Aubrey; or the HOA groups from Providence and Savannah communities and reports to the Executive Board.
2. Communicate information to the schools including placing publicity in the schools, in line with intent and direction of the Communications Director.
3. To provide a voice for the AAYSA Executive Board representing the Aubrey Independent School District.
4.Assist and support the President, Vice President, Secretary/Treasure and Communications Director.
It shall be the duty of the Fundraising Coordinator to:
1. To act as the primary contact for potential sponsors of individual sports, teams or general league interests and reports to the Executive Board.
2. To assist the Executive and Administrative Board in placing sponsorship options for further promotion of AAYSA activities.
It shall be the duty of the Web Master to:
1. To assist in the development and maintenance of a general information web site for AAYSA activities and reports to the Executive Board.
2. To assist in the selection and upkeep of any potential league scheduling web sites for individual teams and games.
3. To coordinate information from AAYSA functions and meetings for distribution to the web site and other related outlets for consistency.
ARTICLE V MEETINGS
1. GENERAL & SPORTS MEETINGS
All meetings of the Aubrey Area Youth Sports Association will be held monthly at 7:00 p.m. in the Aubrey Elementary School Cafeteria. Each Sport Board will conduct business that concerns the current active sport activities at every meeting. General meetings of the Aubrey Area Youth Sports Association shall be held quarterly; January, April, July and October. Any business of the association that needs votes of the general membership will be conducted at General Meetings.
2. SPECIAL MEETINGS
Special meetings of the Aubrey Area Youth Sports Association shall be subject to the call of the President or may be called on request by any three of the Aubrey Area Youth Association members as a group.
ARTICLE VI QUORUM
Two-thirds of the representative members of the Aubrey Area Youth Sports Association Board shall constitute a quorum.
ARTICLE VII EXECUTIVE BOARD
1. COMPOSITION
The Executive Board shall be composed of the elected officers of the Aubrey Area Youth Sports Association.
2. DUTY
It shall be the duty of the members of the Executive Board of the Aubrey Area Youth Sports Association to attend all called meetings, each voting member to have one vote, with the President’s vote acting as a tie-breaker as needed.
3. VACANCY
In the event any office of the Aubrey Area Youth Sports Association becomes vacant, the President shall call a special election of the General Membership. A new successor shall be elected by secret ballot vote and begin serving for the unexpired term.
4. AUDITS
The Executive Board shall name an auditing committee, in November of each year, consisting of an outside auditor whose duty it shall be to examine the books and prepare a report, per term sport, prior to January of the following year.
5. CLOSED SESSIONS
Discussions in closed sessions of Executive Board meetings will remain confidential. Violations of confidences could constitute disqualification for membership on the Aubrey Area Youth Sports Association Executive Board.
ARTICLE VIII FINANCES
1. PROCEEDS
The proceeds from all team sports, concessions, fund-raisers, and tournaments by the Aubrey Area Youth Sports Association shall be retained in an Aubrey Area Youth Sports Association depository accounts and is to be used as agreed upon by the Aubrey Area Youth Sports Association Executive Board.
2. REGISTRATION FEES
Each team sport shall pay the Aubrey Area Youth Sports Association a fee per team member. Each team sports fee will be determined prior to each team sport’s registration. Fees will be collected at registrations; registrations will not be accepted until payment has been received.
3.SCHOLARSHIPS
Scholarships are available upon written request of a team member, or a team member’s parent or guardian. The Aubrey Area Youth Sports Association shall approve such scholarship upon consideration of circumstances concerning said team member. A quorum will be required by Aubrey Area Youth Sports Association Executive Board for approval of a scholarship to a team member. Awarding of said scholarships is considered confidential.
4. DEFICITS
The Aubrey Area Youth Sports Association must defray any deficits incurred on projects sponsored by the Aubrey Area Youth Sports Association.
5. DISOLUTION
In the event of dissolution of this organization, no member shall be entitled to any distribution or division of its remaining property or its proceeds, and the balance of all money or other property received by the organization from any source after the payment of all debts and obligations of the organization, shall be given to the City of Aubrey Parks and Recreation Department or its successors within the intendment of Section 501(c) of the Internal Revenue Code as it now exists or as it may be amended from time to time.
ARTICLE IX COMMITTEES
Special committees may be approved by an Aubrey Area Youth Sports Association Board member, with a quorum approval of all Aubrey Area Youth Sports Association board members, to expedite any business approved by the membership, i.e., tournaments, fundraising, awards, presentations, parades.
ARTICLE X AMENDMENTS
The By-Laws may be amended at any regular meeting of the Aubrey Area Youth Sports Association by a majority of the members present.
The by-laws of the Aubrey Area Youth Sports Association were amended and updated on April 13, 1997 with all Aubrey Area Youth Sports Association Board Members present.
The by-laws of the Aubrey Area Youth Sports Association were amended and updated on June 25, 1998 with all Aubrey Area Youth Sports Association Board Members present.
The by-laws of the Aubrey Area Youth Sports Association were amended and updated on July 26, 1998 with all Aubrey Area Youth sports Association Board Members present.
The by-laws of the Aubrey Area Youth Sports Association were amended and updated on November 21, 1999 with President, Public Relations Director, Secretary and Equipment Manager present.
The by-laws of the Aubrey Area Youth Sports Association were amended and updated on January 8, 2007 with the President and association members present as noted in the meeting minutes.
The by-laws of the Aubrey Area Youth Sports Association were amended and updated on July 9, 2007 with the Vice President, Secretary/Treasurer and Communications Director present and association members present as noted in the meeting minutes.
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